Front Desk Coordinator
Office & Administrative Operations
Reports To: Director of Administration
Employment Type: Full-Time, In-Office
Salary Range: 35 - 45K
Role Purpose
We are looking for a motivated front-desk coordinator on behalf of an incredible client in Baton Rouge. The coordinator serves as the critical first point of contact for clients, visitors, and personnel, establishing the standard of professionalism for the firm's client experience. This role balances front-office hospitality with essential administrative support, managing daily office operations, event logistics, podcast scheduling, and vendor administration. The ideal candidate possesses exceptional organizational skills, a refined professional presence, and the capability to manage competing priorities in a fast-paced environment.
Core Responsibilities
Client Experience & Reception
- Professional Welcoming: Greet and welcome all visitors in a professional, courteous manner, ensuring an exceptional first impression of the firm.
- Communications Routing: Answer and route incoming telephone inquiries efficiently, taking accurate messages and connecting callers with the appropriate team members.
- Mail & Logistics Management: Oversee the receipt, sorting, and distribution of all incoming mail and packages; coordinate outgoing deliveries and courier services as required.
Office Operations & Administration
- Inventory Control: Monitor and maintain office supply inventory proactively, placing orders and restocking items to ensure uninterrupted daily operations.
- Administrative Support: Execute core administrative tasks including scanning, filing, digital document management, and general data entry.
- Meeting Space Preparation: Ensure all conference rooms are pristine, organized, and fully prepared ahead of internal and client-facing meetings.
- Internal Compliance: Issue timely and professional reminders to staff regarding time-keeping submissions.
Event Planning & Logistics
- Event Coordination: Oversee the planning and execution of firm events, including client appreciation functions and internal quarterly meetings, managing logistics from concept through completion.
- Communication: Coordinate event details with external vendors and internal staff, diligently tracking RSVPs, catering arrangements, and venue setup requirements.
Podcast Scheduling & Operations
- Calendar Management: Handle scheduling logistics for the firm's podcast, aligning calendars seamlessly between external guests and internal team members.
- Guest Relations: Serve as the primary liaison for podcast guests, delivering a polished, professional onboarding experience from initial outreach through recording day.
Vendor & Financial Administration
- Invoice Processing: Enter and manage vendor bills accurately within Bill.com, ensuring timely routing to the designated approver.
- Approval Tracking: Maintain accurate financial records for all entries and actively follow up on outstanding approvals to support smooth accounting workflows.
